Housing Benefit Circular
Department for Work and Pensions
Caxton House, Tothill Street, London SW1H 9NA
HB A9/2016
ADJUDICATION AND OPERATIONS CIRCULAR
WHO SHOULD READ
All Housing Benefit staff
ACTION
For information
SUBJECT
Personal Details Verification Report
Guidance Manual
The information in this circular does not affect the content of the HB Guidance
Manual.
Queries
extra copies of this circular/copies of previous circulars can be found at
https://www.gov.uk/government/collections/housing-benefit-for-local-authoritiescirculars
•
about the
- technical content of this circular and Housing Benefit Matching Service,
contact Karen Buckley
Tel: 01253 689427
Email: karen.buckley3@dwp.gsi.gov.uk
- distribution of this circular, contact
housing.correspondenceandpqs@dwp.gsi.gov.uk
Crown Copyright 2016
Recipients may freely reproduce this circular.
HB Circular A9/2016
Contents
para
Personal Details Verification Report
Introduction……………………………………………………………………………1
Background…………………………………………………………………..……….4
The process……………………………………………………………………..……9
Action to take………………………………………………………….…………….12
Specification of Accuracy Matching groups………………….…………. Annex A
Notes to complete CIS500LA…………………………….….…….………. Annex B
Form CIS500LA attached as Appendix 1
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
Personal Details Verification Report
Introduction
1. This circular provides guidance for local authorities (LAs) regarding the Personal
Details Verification Report (PDVR). The purpose of this circular is to improve
knowledge of the PDVR process to support LAs in the action they need to take.
2. Historically the PDVR may also have been known as the National Insurance
Number scan (NINo) scan. For the purposes of this circular it will be referred to
as the PDVR.
3. The PDVR is issued as part of the monthly Housing Benefit Matching Service
(HBMS) data referral pack and information relating to the PDVR was previously
provided in circular HB A16/2014
Background
4. In June 2011 HBMS developed a process to cleanse Housing Benefit/Council
Tax Benefit (HB/CTB) claimant/partner records prior to the data matching
process.
5. In simple terms, the process recognises inaccuracies and removes either
claimant or partner records that cannot remain within the HBMS matching
process. The main reason for removal is due to personal details held on HB
systems not corresponding with those held on the Department for Work and
Pensions’ Customer Information System (CIS).
6. The removed customer records are then issued to LAs as the PDVR. LAs should
then check the records in the PDVR and, where appropriate, take corrective
action to amend these records. Once the records have been amended, (either on
CIS or on the LA system), the now corrected data can be matched correctly in
future data matching processes, for example; Real Time Information (RTI) and
HBMS, and will not appear again in future months PDVR.
7. It is imperative that action is taken against the PDVR to correct claimant’s
records. If LAs fail to correct the PDVR, the uncorrected records will not be
transmitted to LAs in ATLAS, RTI and HBMS, and will leave the errors
uncorrected on lots of HB claims. Taking corrective action will, however,
contribute to improvements in the accuracy of ATLAS, RTI and HBMS. In turn
this will reduce fraud and error, resulting in contributions’ to the Fraud and Error
Reduction Incentive Scheme incentive payments.
8. A recent engagement exercise led by DWPs’ Housing Delivery Division on the
use of the HBMS referrals identified that very few LAs were taking action to
correct claimant/partner records identified on the PDVR. We have identified the
main reason for this is due to a lack of clarity on the correct process to follow.
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
The process
9. The PDVR file is included within the monthly HBMS data referral pack. To
recognise claimant or partner records the files have been separated and are sent
to LAs individually.
10. For claimant data the file is identified as HBC 12578 and for partner data it is
identified as HBNC 12578.
11. The technical specification which explains what LA’s will see in their files when
they receive CIS data on the PDVR can be found in Annex A.
Action to take
12. The details provided from CIS are a ’best match’ only and require further
investigation to confirm if they are the correct claimant/partner details.
13. On receipt of the PDVR the LA should take action to establish the correct details.
14. CIS data is not provided for sensitive cases and the LA should follow their
existing LA17 process to request the claimant details through the DWP liaison
officer.
15. The LA should establish which system holds the incorrect details then take the
action as detailed below.
Process when details held on HB system are incorrect
16. Any cases identified as incorrect on the HB system should be amended by the
LA.
17. There is no requirement to notify DWP when these cases have been amended
as this will be reflected within the Single Housing Benefit Extract (SHBE).
Process when details held on CIS are incorrect
18. DWP do not have the authority to amend National Insurance Numbers (NINos)
on CIS. Where a NINo appears to be incorrect on CIS the LA should advise the
claimant to contact HM Revenues & Customs:
•
by telephoning National Insurance General Enquiries on
-
Telephone: 0300 200 3500
-
Textphone: 0300 200 3519
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
•
or by post at:
-
National Insurance Contributions and Employer Office
HM Revenue and Customs
BX9 1AN
United Kingdom
19. For any other inaccuracies on CIS the LA should complete the form CIS500LA
and submit to CIS Frontline Services. A copy of this form can be found attached
to this circular as Appendix 1.
20. By completing the CIS500LA the LA is confirming that they have had sight of the
original birth certificate or a Decision Maker has accepted alternative evidence
that verifies the correct Date of Birth (DoB).
21. There is guidance within Annex B to support completion of the form CIS500LA.
The completed CIS500LA requires the user to nominate a person of a higher
grade to authorise the changes prior to submission to CIS Frontline Services.
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
Annex A
For the attention of technical contacts: Housing Benefit Matching
Service’s Personal Details Verification Report
1. The Housing Benefit Matching Service (HBMS) has developed a process to
cleanse Housing Benefit (HB) claimant/partner records prior to data matching
taking place. This process will be run against all claimant records and removes
cases where certain personal details are different from those held on the
Customer Information system (CIS).
2. Although many of these records would have previously been removed during the
data matching process, these reports allow identification of those records to
allow you to correct your records accordingly. Once amended these records can
then be taken forward in the data matching process and assist in verifying the
accuracy of claimant/partner personal details held on HB systems.
3. A Personal Details Verification Report (PDVR) containing details of the
unmatched claimant/partner records that have failed the verification process will
be issued on a monthly basis. The verification reports will be in MS Excel spread
sheet format and labelled as HBC 12578 for claimant data & HBNC 12578 for
partner data.
4. The report supplies details from the DWPs’ CIS database on National Insurance
Number & Date of Birth (DoB) Verification.
5. Please note: The details provided from DWP CIS are a ‘best match’ only
and require further verification before correction.
6. DoB data from CIS will have been previously verified to one of three different
DWP verification levels and this is also shown on the report to allow you to
decide on action to take.
7. Verification Code
0
1
2
Code Description
Not Verified
Part Verified
Fully Verified
8. Where an LA holds evidence within their HB systems that identifies any of the
data held in CIS to be incorrect the LA can proceed to take action (see
paragraph 18 of this Circular)
9. All records are matched to one of the following 8 accuracy ‘Match’ groups:
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
MATCH
DESCRIPTION
INFORMATION ISSUED
SUPPLIED
TO LA
MATCH 1
Record received as HBMS has no
NINo present on HB/CTB data
CIS data will be YES
supplied where
a match is
possible on
Surname,
Forename, DoB
and Postcode.
No data will be
supplied where
the Surname,
Forename, DoB
or Postcode on
HB fails to
match with CIS.
MATCH 2
NINo is potentially invalid (e.g.
AB000000C)
CIS data will be YES
supplied where
a match is
possible on
Surname,
Forename, DoB
and Postcode.
No data will be
supplied where
the Surname,
Forename, DoB
or Postcode on
HB fails to
match with CIS.
MATCH 3
Fully matching correct
NINo/Surname/Forename/DoB
MATCH 4
Matches on NINo and DoB and either
Forename or Surname
No date
supplied
No further
action
necessary
CIS data will be
supplied where
a match is
possible on
NINO and DoB.
NO
NO
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
MATCH 5
Matches on NINo, Surname and
Forename but not DoB
CIS data will be
supplied where
a match is
possible on
NINO.
YES
MATCH 6
Matches on NINo and DoB but not
on Surname or Forename
CIS data will be
supplied where
a match is
possible on
NINO and DoB
NO
MATCH 7
Valid NINo but does not match on
DoB. Matches only Surname or
Forename or neither
CIS data will be
supplied where
a match is
possible on
Surname,
Forename, DoB
and Postcode.
No data will be
supplied where
the Surname,
Forename, DoB
or Postcode on
HB fails to
match with CIS.
YES
MATCH 8
HB NINo does not exist on CIS or
relates to a ‘sensitive’ account that
cannot be accessed
CIS data will be
supplied where
a match is
possible on
Surname,
Forename, DoB
and Postcode.
No data will be
supplied where
the Surname,
Forename, DoB
or Postcode on
HB fails to
match with CIS.
YES
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
Annex B
Notes to complete CIS500LA
Mandatory section
Why the CIS500LA is being completed
Local Authority (LA) Action
• Select option 1
• I have no access through my own
business system to make the
required change
Part 1 - Is this change due to an input
error?
NINo
Title
Forenames
Surname
Date of Birth
Postcode ( or country, if abroad)
Part 2 - Change of name
•
Select Yes
•
Complete all fields with existing
customer details currently held on
CIS
•
Part 3 - Change of gender
•
LA to complete with correct details
of name if relevant
LA to complete if relevant
Part 4 - Change of date of birth
•
LA to complete with correct DoB if
relevant
•
DWP expect the LA to have
verified the correct DoB
•
A verified DoB can only be
amended if the original birth
certificate has been seen or if a
Decision Maker has accepted a
new verified date (fully verified
Level 2)
Part 5 - Change of Date of Death
•
LA to complete if relevant
Part 6 - Address details to amend
•
Select ‘correct address’ as
opposed to ‘update address’ due
to address input error
Complete fields with correct
address
•
Part 7b - Authorisation
•
Once the CIS500LA has been
received by the nominated person
with authority the CIS500LA
should be submitted to CIS
Frontline Services
Adjudication and Operations circular
27 September 2016
HB Circular A9/2016
Confirmation of receipt of CIS500LA
•
CIS Frontline Services will not
send confirmation of a receipt
Notification of amendment
•
CIS Frontline Services will not
send Notification of the
amendment
Adjudication and Operations circular
27 September 2016